Using Microsoft Word

ME. Trần Lê Phúc Thịnh

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Objectives
• start and exit Microsoft Word • use find and replace
• identify some common screen elements • print and preview documents
• create, save, and open documents • insert pictures or multimedia files
• change view options for documents • work with tables
• insert, select, modify, and format text • track changes made in documents
• manipulate text using common features
• use the ruler to create, modify or delete tab
settings
• change margins, paper size, or the orientation
• insert or remove page breaks
• insert or remove page numbers
• apply column formats

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Backstage View

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Edit Screen
File Quick Access Ribbon Title
Tab Toolbar Tabs Bar Tell Me Min/Restore/Max/Close

Insertion Point

View Zoom Zoom

Status Bar Buttons Slider Level

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Quick Access Toolbar

Using the Quick Access Toolbar • To move Quick Access Toolbar to below
• Contains buttons for frequently used commands ribbon:
click Customize Quick Access Toolbar and
• Default buttons are Save, Undo, Redo and
then click Show Below the Ribbon; or
Customize Quick Access Toolbar
right-click the Ribbon and then click Show
Quick Access Toolbar Below the Ribbon.
• If command not listed here, click More
Commands
Save Repeat/ Redo

Undo Customize Quick

Access Toolbar

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Using the Ribbon

Using the Ribbon

• Commands are grouped on tabs with each tab relating to type of activity
• Can customize to display commands you use frequently, or to add or remove commands for ribbon tab

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Shortkey

Desired Movement Press Desired Movement Press

Next character RIGHT arrow Next line DOWN
Previous character LEFT arrow Previous line UP
Next word CTRL+RIGHT Next paragraph CTRL+DOWN
Previous word CTRL+LEFT Previous paragraph CTRL+UP
Beginning of line HOME Next screen PGDN
End of line END Previous screen PGUP
Beginning of document CTRL+HOME Next page CTRL+PGDN
End of document CTRL+END Previous page CTRL+PGUP
Go to page CTRL+G or F5

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Create new document
To create new document from variety of pre-designed templates, click File, click New

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Saving Document

Saving Documents
• To save changes made to current document using same file name:
click File and then Save, or
on Quick Access Toolbar, click Save, or
press CTRL+S
• When choosing name for the document, consider:
Maximum of 255 characters (including full path), and may not include: / \ : * ? “ < > |
Name file so you can identify contents quickly
When suggested file name appears in shaded box, type to replace highlighted text
• First time you save new document, Save As dialog box displays by default
Next time you want to save changes to existing document, use any Save method
• To save existing document with new name, click File and click Save As

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Saving Documents

Up One Current
Level Folder

File name

Drives or locations
to save the file

Folders or documents Date created

in current folder or modified

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Manipulating Text

View tab

Read Web
View buttons Mode Layout

Print
Layout

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Manipulating Text

Adjusting the Zoom

• click View, in Zoom group click appropriate option, or

• drag Zoom slider or click incremental buttons on either side of slider on status bar, or

• click (Zoom level) button on the status bar

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Manipulating Text

• Use Zoom command in Zoom group or click Zoom level on status bar to display Zoom dialog box for further options

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Manipulating Text

Splitting the Window

• To split window, on View tab, in Window group, click Split

Split bar

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Find and Replace

Finding Items
• To activate Find feature:
on Home tab, in Editing group, click Find, or
press CTRL+F to open Navigation task pane at left of document, or

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Find and Replace
on Home tab, in Editing group, click Replace to open Find and Replace dialog box, then click Find tab

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Find and Replace

Using the Navigation Pane

• Headings display outline or hierarchical structure for headings in document

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Find and Replace

Using the Find and Replace Dialog Box

• Can expand search options to include special characters
• To view these search options, click More:

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Find and Replace

Format – Search for items with particular formatting Special – Search

attributes applied for special
characters

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Find and Replace

Replacing Items
• To replace item:
on Home tab, in Editing group, click Replace, or
press CTRL+H, or
if Find and Replace dialog box open, click Replace tab

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Find and Replace

Using AutoCorrect to Replace Items

• AutoComplete
Suggests words you may want to enter when you type first few characters
Press ENTER to automatically insert word displayed in ScreenTip
• AutoCorrect
Provides correct spelling of a word based on characters you type
Proofing tool designed to provide assistance with specific items you enter incorrectly or to recognize and apply formats

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AutoCorrect
• To add or change item in AutoCorrect feature, click File, click Options,
click Proofing, click AutoCorrect Options
Automatically replaces entry as soon as you press SPACEBAR or enter another
character that Word recognizes as non-text
Small blue box also appears below item to indicate item exists in AutoCorrect

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Applying Formatting

Using the Font Dialog Box

• To access Font dialog box:
on Home tab, in Font group, click Font dialog box
launcher; or
press CTRL+D; or
right-click selected text and click Font

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Applying Formatting

Click Text Effects to view more options

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Enhancing Paragraphs

To format paragraphs:
• on Home tab, in Paragraph group, click appropriate formatting button, or
• use formatting options in Paragraph dialog box, or
• press appropriate keyboard shortcut for desired formatting option, or
• right-click paragraph, and click Paragraph, or
• on Mini toolbar, click appropriate option
To remove all formatting options from paragraphs, on Home tab, in Font group, click

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Enhancing Paragraphs

Aligning Text
• To set alignment options:
on Home tab, in Paragraph group, click Paragraph Settings dialog box launcher, and in Indents and Spacing tab, click arrow for
Alignment for required alignment, or

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Enhancing Paragraphs

• on Home tab, in Paragraph group, click appropriate

alignment button, or

Center Justify

• press corresponding keyboard shortcut for appropriate alignment, or Align Left Align Right

Align Left CTRL+L Align Right CTRL+R

Center CTRL+E Justify CTRL+J
• right-click paragraph, click Paragraph, in Indents and Spacing tab, click arrow for Alignment and click appropriate
alignment

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Enhancing Paragraphs

Setting the Line Spacing

• Refers to amount of white space between lines of typed text, measured from baseline of one line of text to baseline of next
line of text
• To set line spacing:
on Home tab, in Paragraph group, click Line and Paragraph Spacing, or
on Home tab, in Paragraph group, click Paragraph Settings dialog
box launcher, and in Indents and Spacing tab, click arrow for Line
spacing, or

• press keyboard shortcut for most commonly used line spacing options, or
Single CTRL+1
One and a Half CTRL+5
Double CTRL+2
• right-click paragraph, click Paragraph, click arrow for Line spacing and click line spacing

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Enhancing Paragraphs

Setting Paragraph Spacing

• To set or change paragraph spacing:
On Home tab, in Paragraph group, click Paragraph
Settings dialog box launcher, and in Spacing area,
click incremental buttons or type measurement for
Before or After spacing, or
on Layout tab, in Paragraph group, click incremental buttons or type
measurement for Before or After, or
right-click paragraph, click Paragraph and, in Spacing area, specify spacing for Before or After

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Paragraph Spacing

Setting Indents on the Ruler

Tab First Line Hanging

Selector Indent Indent

Left Indent Right Indent

• Click Tab Selector until appropriate indent marker displays, then click on ruler at required location for indent
Click continuously through options until at required marker
ScreenTip displays to indicate marker type

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Paragraph Spacing

Using the Paragraph Group

• To set very precise paragraph indents:
on Layout tab, in Paragraph group, set indent measurement from Left or Right margin, or
on Home tab, in Paragraph group, click Paragraph Settings dialog box launcher

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Understanding Tab Settings

Setting Tabs
• To set leaders with tab positions, use Tabs dialog box
• Ruler is fastest way of setting and adjusting tabs
• Use Tabs dialog box for more precise tab positions or leaders
• Can be set before you begin typing or applied to existing text
• Press TAB to move cursor from one column to next when typing
• Every time you press TAB, Word inserts

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Understanding Tab Settings

Using the Ruler

• To choose tab type, click Tab Selector box for required tab type and then click in ruler at tab stop position

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Understanding Tab Settings
Using the Tabs Dialog Box
• To display Tabs dialog box:
double-click any tab marker on ruler, or
click Tabs in Paragraph dialog box
• Type measurement for tab stop, select alignment type, select leader type and
then click Set

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Formatting with Styles

Using Quick Styles

• Any style displayed in gallery referred to as quick style

• If text selected, point at thumbnail to display live preview of how selected text will appear when style applied

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Formatting with Styles
Using the Styles Pane
• To view more styles, click Styles dialog box launcher in Styles group in Home tab
• View specific attributes of style by pointing cursor at style name for ScreenTip

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Organizing List Information

Create bulleted, numbered and multilevel lists using Bullets, Numbering or Multilevel List buttons

Bullets Multilevel List

Numbering

To apply bullet, numbering or multilevel list style to text, on Home tab, in Paragraph group, click appropriate
button

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Organizing List Information

Variations of each style can be viewed and selected by clicking arrow at right edge of each button

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Organizing List Information

Defining a New List Style

• To customize existing style format, use Define New Bullet, or Define New Number Format

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Organizing List Information

Changing the List Numbering

• To restart numbering, click point to reset, and on Home tab, in Paragraph group, click arrow for Numbering and click Set
Numbering Value

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Modifying the Page Setup

On Layout tab, in Page Setup group, click Page Setup dialog box launcher

• Margins – settings for margins and page orientation

• Paper – settings for paper size and paper source.
• Layout – settings for document sections, headers and footers, and vertical alignment

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Modifying the Page Setup
Changing the Paper Size
• Default paper size determined by computer settings
• To change paper size on document:
click Layout tab, in Page Setup group, click Size, or

double-click anywhere in darker area of ruler to open Page Setup dialog box, then click the Paper tab

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Modifying the Page Setup
Changing the Orientation
• To change document orientation:
click Layout tab, in Page Setup group, click Orientation; or

double-click darker area of active ruler to open Page Setup dialog box, click Margins tab and then
specify orientation

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Modifying the Page Setup

Changing the Margins

• Amount of space between edge of paper and printed text area. Documents have four margins – top, bottom, left and right.
• Using the Ruler
To set margins here, must be in Print Layout view as this view shows both horizontal and vertical rulers
Draft and Web layout view do not include vertical ruler

Left Margin Marker Right Margin Marker

Top
Margin
Marker

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Modifying the Page Setup
Using the Margins Command
• On Layout tab, in Page Setup group, click Margins to choose different setting for margins

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Modifying the Page Setup

Using the Page Setup Dialog Box

• To change margins from Page Setup dialog box:
on the Layout tab, in Page Setup group, click Page Setup dialog box launcher; or
double-click darker area of horizontal or vertical ruler

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Modifying the Page Setup

Inserting Page Breaks

• When Word calculates enough text for page, soft page break inserted

• To break page at required location, insert manual page break

• Avoid pressing ENTER continuously as this makes editing awkward and time consuming

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Modifying the Page Setup

• To insert manual (or hard) page break:

on Insert tab, in Pages group, click Page Break, or
press CTRL+ENTER, or
on Layout tab, in Page Setup group, click Breaks and click Page
• To delete page break codes:
If cursor at beginning of next page, press BACKSPACE
if at end of paragraph where page break code inserted, press DELETE

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Modifying the Page Setup

Working with Section Breaks

• To insert section break, on Layout tab, in Page Setup group, click Breaks, then choose type of section break to insert

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Modifying the Page Setup

• Turn on Show/Hide ¶ to see section codes

• Can modify page settings for any page between section breaks
• Can remove section break in same way as page break
Be careful when deleting section breaks as they may cause unexpected formatting adjustments

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Modifying the Page Setup

Working with Columns

• Draft view displays all text in one column and ruler shows number of columns
• Print Layout view show columns side by side
• To break column manually and force text to continue in next column:
click Layout tab, in Page Setup group, click Breaks and click Column; or
press CTRL+SHIFT+ENTER where column break to be placed
• To insert page break, move to where page break to be, and then:
click Insert tab, in Pages group, click Page Break, or
press CTRL+ENTER

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Modifying the Page Setup

• To create columns, on Layout tab, in Page Setup group, click Columns

To configure more options, click More Columns

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Headers and Footer

Headers - text or graphics that appear at top of page

Footers – text or graphics that appear at bottom of a page
Can be same on every page, or can alternate different headers and footers on even and odd numbered pages
• Use sections for different headers and footers in each section
• Can also have different header or footer on first page or first page of section

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Headers and Footer

Inserting Page Numbers

• To insert page numbers, click Insert tab, in Header & Footer group, click Page Number

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Headers and Footer
Creating Headers and Footers
• To insert header or footer,
click Insert tab, in Header & Footer group, click option
required

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Working with Document Backgrounds
Adding Watermarks
• To add watermark, click Design tab to select type of watermark to apply
• Click Custom Watermark to create your own

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Working with Document Backgrounds

Adding Background Colors

• To add or apply background color, click Design tab and in Page Background group, click Page Color

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Working with Document Backgrounds

Adding Page Borders

• To add page border, click Design tab and in Page Background group, click Page Borders

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Using Captions

To insert caption, select item, then click References tab, in Captions group click Insert Caption

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Using Captions
Inserting a Table of Figures
• To insert table of figures, click References tab and, in Captions
group, click Insert Table of Figures

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Using Footnotes or Endnotes

Footnotes usually appear at bottom of page, but may also be placed directly below text
• Each footnote has numbered note reference mark
Endnotes appear at end of document or document section
To create a footnote, on References tab, in Footnotes group, click Insert Footnote

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Using Footnotes or Endnotes

To create endnote, on References tab, in Footnotes group, click Footnote & Endnote dialog box launcher, click
Endnotes
To customize footnote or endnote, on References tab,
in Footnotes group, click Footnote & Endnote dialog
box launcher

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Creating a Table of Contents

To create table of contents, must work through three basic steps:

1. Select heading text you want to include.
2. Select format.
3. Compile table of contents.

Fastest and simplest way is to apply Word’s standard heading styles to titles
To use different page numbering format, add section break after table of contents page and start page
numbering at 1 on first page
If including index in document, create it before you compile table of contents to include index
Table of contents entries behave similarly to hyperlinks
• Click entry in table of contents to move to that item’s location

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Creating a Table of Contents

To create table of contents, on References tab, in Table of Contents group,

click Table of Contents

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Creating a Table of Contents
To customize table of contents, on References tab, in Table of
Contents group, click Table of Contents, click Custom Table
of Contents

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Creating a Table of Contents

To update table of contents, click anywhere in existing table of contents and then use:
• on References tab, in Table of Contents group, click Add Text or Update Table, or
• in tab above table of contents, click Update Table

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